Schedule Meetings in Outlook 2011 for Macs


One of the most powerful features of Exchange Server mailboxes is the ability to easily view others' time commitments and to schedule and manage meetings.


Scheduling a Meeting

  1. To schedule a meeting with other Exchange users based on their availability, click “Meeting ” on the Home tab of the Calendar. Or choose New > Meeting on the Home tab in any other folder.

    Meeting command

    New command drop down
  2. The “Meeting Request” window should open

    New meeting request form
  3. Fill in attendees, subject of the meeting, location (if desired), start and end time, as well as the date.

    New meeting request form
  4. You can set up a recurring meeting just as you would a recurring appointment, with the “Recurrence” command on the Meeting tab:

    Recurrence command on the meeting tab
  5. And, you can use the “Options” group to choose how this time will appear in the recipient's calendar (i.e. if it will leave their time free), and set when the reminder for the meeting will appear.

    Show time as and Reminder options
  6. Once your options are set, type a short message (if desired)

    Meeting request window
  7. Click “Send” to complete the meeting request.

Responding to a Meeting Request

  1. When someone invites you to a meeting, a meeting request will arrive in your inbox and will look like the following screenshot

    Meeting invitation
  2. You have the option to “Accept” the request, “Decline” it, or mark your presence as “Tentative”. You can also propose a new time (if the meeting organizer has allowed it) or view your calendar (which is conveniently also previewed in the email). The Accept, Tentative, and Decline options all offer additional choices:

    Meeting invitation response options
  3. If needed, you can change your response by finding the meeting in the calendar using Control+Click and choosing a new option.

    Change meeting response

Tracking Responses

  1. When you are the meeting owner and participants respond to the meeting request, you will automatically get a notification that looks like the following screenshot:

    Meeting organizer notification
  2. The information will automatically be added to the meeting entry in the calendar. To see all responses to the meeting, open the Calendar item and choose “Scheduling Assistant”:

    Scheduling assistant
  3. In our example, you can see Paul Gettier has accepted the Invitation and the item has been updated. You will then see a list of attendees and their responses. Please note: you can click the “Response” field for each recipient and choose a response (Accepted, Declined, Tentative, or None) as appropriate. This is useful if someone responds to the request via phone or in-person.

Adding and Removing Attendees

  1. To add or remove invitees, open meeting from the calendar, click the “Scheduling Assistant”, and click “Add New button.

    Scheduling assistant
  2. You will then be able to choose the new attendees (or remove existing attendees) and send an update:

    Select attendees
  3. You will be prompted if you want to send a message to all attendees or just the attendees that were affected:

    Prompt for update

Cancelling a Meeting

  1. You will also see a “Cancel Meeting” command within the Calendar item. To cancel a meeting, open the item and click Cancel

    Meeting invitation
  2. This will delete the meeting from your calendar and send a cancellation message to each attendee (if desired).


Article ID: 58399
Fri 7/27/18 10:30 AM
Fri 2/22/19 11:16 AM